PPROPOSAL TOROPOSAL TO  

HHOSTOST

GGUADEC 2012

AA  CCoruña, oruña, GGalicia,alicia,  

SSpainpain

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GUADEC 2012

A Coruña, Galicia, Spain

PPROPOSAL TO ROPOSAL TO HHOSTOST  

GGUADECUADEC 20122012

AA  CCoruña, oruña, GGalicia, alicia, 

SSpainpain

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Table of Contents

Executive summary ......................................................................................5

Local community support .............................................................................6

Availability and cost of travel from major European cities ............................6

Availability of sufficient low­cost accommodation ........................................7

Budget for infrastructure and facilities required ...........................................7

Availability of restaurants or catering on­site................................................7

Local industry and government support .......................................................8

Ability to organize sponsorship ....................................................................8

Location .......................................................................................................9

Description ...................................................................................................9

Getting to A Coruña ...................................................................................10

By Plane......................................................................................................10

By train ......................................................................................................10

By car..........................................................................................................10

Venue Details .............................................................................................11

Internet Conectivity ...................................................................................11

Auditorium..................................................................................................12

Meeting rooms............................................................................................12

Classrooms..................................................................................................13

Small classrooms.........................................................................................13

Huge Halls .................................................................................................14

Dates...........................................................................................................15

Accommodation .........................................................................................15

Low cost accommodation ...........................................................................15

Hotels .........................................................................................................16

Social Program ...........................................................................................17

Community Queimada ...............................................................................17

FreeFA Cup 2012 (Free Software Sports and others) .................................18

Family program ..........................................................................................18

Local Team and Experience........................................................................20

Previous experiences ..................................................................................21

Some Thoughts from our Local Team..........................................................21

Services to participants ..............................................................................24

Conference Managing System.....................................................................24

Catering.......................................................................................................25

Budget ........................................................................................................26

Supporters of this Bid ................................................................................27

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GUADEC 2012

A Coruña, Galicia, Spain

University of A Coruña................................................................................27

Xunta de Galicia..........................................................................................27

GHANDALF Association..............................................................................27

GNOME Hispano.........................................................................................28

Igalia...........................................................................................................28

Contact information:...................................................................................30

About GPUL:................................................................................................30

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EEXECUTIVE XECUTIVE SSUMMARY UMMARY 

Regarding the organization of GNOME Users and Developers European Conference (GUADEC) in 2012, GPUL -GNU/Linux user group with the collaboration of the University of A Coruña are pleased to submit the candidature of A Coruña (Galicia, Spain) to host this events.

In the next paragraphs, we summarize the key points which, according to the call for hosts for GUADEC 2012, will be taken into account when deciding among candidates.

The strongest point of this bid is the experience and the group of people behind this proposal: GPUL has been organizing multiple middle-sized events (100-200 people) in the last years, and several members of the organizing team are students, professors and professionals that have been attending and involved in the organization of big conferences.

Our team is used to take care of all the small details around a conference, and we also know what the organization of an event as GUADEC does mean, based on our experience in attending previous GUADEC. Members of our team have being members of the organization team in previous GUADEC editions.

A Coruña has been holding several GNOME related events, two editions of the GUADEC-ES in 2005 and 2010, the fist GUADEMY edition, in 2007 and has organized several hackfest at Igalia's offices at Coruña. Local team will be honored of hosting next GUADEC edition.

The Faculty of Computer Science of the University of A Coruña has already offered all the necessary resources for this conference, such as the premises of the Faculty of Computer Science.

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GUADEC 2012

A Coruña, Galicia, Spain

L  ocal Community Support    

The University of A Coruña is providing us the premises needed to organize next GUADEC, the Dean has offered GPUL the premises and the support from the Faculty of Computer Science for this conference, so the venue and the technical infrastructures are already confirmed.

Regarding the needed staff to coordinate the organization: GPUL has already gathered more than a dozen of volunteers, a year in advance, but given our experience organizing GUADEC-es 2005, Guademy 2007, aKademy-es 2008, three edtions of DudesConf and other similar events, we know that a larger number of students and teachers will help us.

Founded in 1988, GPUL is one of the oldest GNU/Linux User Group in Spain, and its membership list includes more than two hundred fifty students, teachers and supporters from the Galician Free Software Community.

We will count with the support of different Free Software Associations in Galicia, the association GHANDALF has confirmed that they will support us with many volunteers. We will open the event to contributors and volunteers from the Free Software Associative Ecosystem. This bid has an explicit support from GNOME HISPANO, one of the most active groups inside the GNOME Foundation.

Availability And Cost Of Travel From Major European Cities 

A Coruña is a very touristic city, well connected with major European cities through A Coruña (LGC) and Santiago de Compostela (SCQ) airports.

On the one hand, 8km away, LCG offers daily flights to European destinations such as London-Heathrow and Lisbon and Amsterdam, with also many daily connections with Madrid-Barajas and Barcelona (1h & 1.5h flight, respectively), two cities from which most European destinations can be reached. There is a bus link to A Coruña's city center from the LCG airport (ticket price: 1€) every half an hour daily, being a taxi ride from the airport around 15€.

In the other hand, 65km away by railroad and highway is the airport of Santiago de Compostela (SQC), with daily flights to Frankfurt, Paris, Dublin, Milan, London/Stansted, Geneve, Zurich... Railroad is a cheap and convenient option to reach Coruña from Santiago, and there is a bus link with the train station from the airport.

Finally, for those attendants coming from Spain and Portugal, rail and road links are also an option. A Coruña has very good road connections with Portugal and Madrid.

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Availability Of Sufficient Low­cost Accommodation 

Low cost accommodation is guaranteed by the existence of multiple Halls of Residence near to the conference venue, but a bit far away from the city center. Thus, for instance, sharing a double room would mean only 140€ per week. The end of the academic course the week before the conference is started means an important number of vacancies to our disposal. Furthermore, the local team in collaboration with the local council can get low-price fairs for groups in several hotels in the city. But we would recommend having an accommodation in the city center.

Budget For Infrastructure And Facilities Required 

Facilities and infrastructure are provided by the University of A Coruña, which is actively collaborating with the organization of the meeting, so all the infrastructure and basic services would be provided almost free of charge (except the costs of staff during weekend). The Faculty of Computer Science that will host the event has all the facilities that are needed to have a successful conference. GNOME users and developers will have suitable spaces to share experiences and new ideas for the future of GNOME Desktop.

University WiFi network has complete coverage in all buildings of the Campus. University is connected to Internet at 155Mps using the Galician Network of Science and Technology. Two thousand students use them actively everyday, so WiFi infrastructure isn't excepted to be a problem.

Availability Of Restaurants Or Catering On­site

Multiple canteens are avaliable all around the campus with very affordable menus. Since there are no students in the campus in summer, all the canteens will be available for us. They are serving thousands of students, professors and researchers during the academic terms, so the capacity of the service is guaranteed even for a huge crowd of people.

The menus are ranging from 6€ to 10€ per person. Local team will ensure the existence of special menus for vegans and vegetarians, since we are aware of the fact that events such as Guadec are meeting points for people coming from different cultures and habits.

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GUADEC 2012

A Coruña, Galicia, Spain

Local Industry And Government Support 

Both local industry and government will be fully committed to support the organization of GUADEC in A Coruña:

The Regional Government has started a clear policy to leverage information society development through free software and open standards, so its support is not only a compromise but a fact. A commitment letter is enclosed.

The University has already helped us in the past with its infrastructure for hosting DudesConf, GUADEC-es, aKademy-es and Guademy. A commitment letter is enclosed.

The Council of a city focused in congresses tourism like A Coruña would be very pleased to receive us, as they have done in the past.

Igalia, member of the Advisory board of the GNOME Foundation, has confirmed that will support the organization of the event in Galicia.

Furthermore, the presence of Igalia with a strong relation with the local free software industry associated inside the Galician free software companies association -AGASOL- warranties also the support from the local industry.

More supports from different actors is being managed but we have concentrated in having a good bid in a short period of time.

Ability To Organize Sponsorship 

Local team has a lot of experience managing sponsorship based on previous conferences. GPUL has been registered as legal non profit organization since 1998. We have contact with local Spanish companies that could be interested in collaborating. We would have the support of GNOME Hispano providing the acquired experience collaborating in the organization of three GUADEC editions in Spain. We have experience dealing with public administration managing public subsidies and sponsorship of international companies.

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LLOCATIONOCATION  

GPUL invites the GNOME community to organize GUADEC 2012 in the city of A Coruña. GPUL and our collaborators will provide the needed facilities to guarantee a successful conference that will define the future evolution of the GNOME project.

Description 

Lying in the north west of the Iberian Peninsula, A Coruña, a window onto the Atlantic is a an ancient city, Atlantic and cosmopolitan, where the ocean has played a major role over the two thousand years of its history. The most emblematic symbol is the Tower of Hercules (World Heritage).

The population is c. 246,056 and the climate is mild- average maximum temperatures are 22ºC in summer and 14ºC in winter. From the calm seafront to cosmopolitan streets full of life, lit up by the sun or by signs. From voices shouting at the fish market to walks through the Old City, around the promenade or on the fine white sand of the city's beaches. Places to relax, natural areas to enjoy the view and the spectacular landscape. Art and museums, restaurants, taverns, pubs and bars to discos, the casino and classical music concerts.

During summertime (when GUADEC will be held), A Coruña enjoys excellent weather, with sunny days that are specially appropriate for sightseeing, hacking or going to the beach .

• Official website of the city council: http://www.coruna.es

• Tourism information webside: http://www.turismocoruna.com

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GUADEC 2012

A Coruña, Galicia, Spain

GGETTING TO A CORUÑA ETTING TO A CORUÑA 

By Plane

Airport of Alvedro (A Coruña)

• Distance from city center: 8 km (15 minutes).• Destinations to Madrid, Barcelona, Bilbao, Seville, Lisbon, Amsterdam

, Paris and London (Heathrow) • Airlines: IBERIA, VUELING, PGA-PORTUGALIA, SPANAIR• Buses to city center: Every 30 minutes (both ways).

Airport of Lavacolla (Santiago de Compostela)

• Distance from A Coruña - 65 km. (45 minutes) • Destinations to Madrid, Barcelona, Bilbao, Malaga, Palma de Mallorca

(connections with Germany), Seville, Valencia, London, Paris, Milan and Frankfurt Hahn).

• Airlines: IBERIA, AIR EUROPA, SPANAIR, RYAN AIR, AIRBERLIN, VUELING

• Bus+Train: Airport Link to Train Station (20min) and Train to Coruña every hour.

By Train      

• Long distance routes Madrid, Barcelona and Bilbao-Irún (France)• High speed train to Santiago de Compostela.

By Car

• Highway A-9 links A Coruña to Ferrol, Santiago de Compostela, Pontevedra, Vigo and Portugal

• Northwest highway A-6 links A Coruña to Madrid • Cantabric highway A-7 across the north of Spain to France

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VVENUE DETAILS ENUE DETAILS 

The conference would be held at the Faculty of Computer Science of the University of A Coruña (www.fic.udc.es). This building takes in more than 2000 students every academic year season, and would be almost empty, available for the conference on summer.

It has an assembly hall or auditorium with capacity for more than 800 people, 6 large classrooms (about 200 people each room), 10 small classrooms (about 50 people), multiple labs and two huge halls.

IINTERNET CONECTIVITY NTERNET CONECTIVITY 

All rooms are equipped with projectors and audio systems and WIFI facilities are available in all the building. The University WIFI network is integrated in the eduroam project providing access to European students and teachers. The faculty of computer sciences wifi network provides network access to more than 2,000 users during academical terms. This network will be available for GUADEC, but most of the users would be on holiday. The ground floor has available 116 open seats with power plugs in an open area, this area is ideal for hacking and networking.

The organization will provide special rooms for GNOME Foundation Board and GNOME Advisory Board meeting.

We will provide a room reservation system that is available in the faculty so that different groups can organize improvised meetings.

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GUADEC 2012

A Coruña, Galicia, Spain

Auditorium

Assembly hall with capacity for 520 people (20 rows each one with 26 seats)

Although this combination of facilities might be enough, there would be available some other complementary buildings, like the Civil Engineering

School which is the next one and has another big auditorium.

Meeting Rooms

Faculty Meeting rooms are available to GNOME Foundation Board and GNOME Advisory Board meeting.

Igalia has offered its meeting room where several GNOME Foundation hackfests have been held. The room has available audio-conference system

adapted to up to 40 people attending from this meeting room..

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Classrooms

4 large classrooms (about 140 people each room)

Small Classrooms

10 small classrooms (about 50 people)

The small classrooms have available a system of electronic blackboards.

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GUADEC 2012

A Coruña, Galicia, Spain

Huge Halls 

Ground floor Hall 116 open seats with power plugs in an open area, ideal for hacking and networking.

First floor Hall with coffee-bar. WIFI facilities are available in all the building.

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DDATESATES

The proposed conference dates will be during July. The university has suggested these dates because academic exams will finish during the middle of July, so we propose a 6-7 days conference from Monday July 16 th to Sunday July 22nd but University is going to be flexible to other suggested dates proposed by GNOME Foundation, current dates have been chosen based in the availability of students because they would have finished their exams and we know that part of the community are students.

The schedule of the conference will be defined based on the objectives defined with the help of GNOME Foundation We propose that core days will be during the middle of the week.

AACCOMMODATION CCOMMODATION 

Low Cost Accommodation 

A Coruña is a city adapted to the influence of the University. The great number of foreign students during the academic year season and the number of rooms available during summer season are one of the strong points of this bid.

A Coruña has almost 1000 vacancies of low cost accommodations near the University Campus, all of them with direct link by bus. The range of prices are from 19€/day to 30€/day person. Although GUADEC will be held in high season the availability of these Halls of Residence allows the organizers to provide affordable low cost accommodation. All the selected options provide Wi-Fi Internet connection, because being online is really important when being away from home.

All these Halls of Residence are suitable to continue the Conference experience after hours and allow hackers to continue sharing experiences and ideas. Some members of the local team have being living for years in these accommodations as students and can assure that are really nice places to stay for a low cost.

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GUADEC 2012

A Coruña, Galicia, Spain

Some important Halls of Residence in the City are:

Residencia Universitaria Rialta www.rialta.net (1,5 km from venue on foot)

This residence has a total of 180 double rooms and 172 single rooms (532 vacancies) and direct bus link to the University campus were the conference will be held (5-7 minutes). 20 minutes walking to the conference. WIFI facilities are available. Rooms are compact and functional. All of the rooms are en-suite and rates per day are 18,74 € person/day sharing a double room. GUADEC week would cost 132€ per person for people looking for low cost and nice quality accommodation. Facilities of the residence are really good (swimming pool, fitness center and sauna).

Residencia Universitaria Resa-Siglo XXI www.resa.es/eng/residencias/siglo_XXI (5km on foot, 1 hour walking)

This residence has a total of 199 single rooms and 32 double rooms (263 vacancies). All the rooms have their own bathroom, heating, telephone and Wi-Fi Internet connection. Rates per day are 30€ person/day each single room including breakfast. GUADEC week will cost 210€. Bus link to the conference (15 min).

Residencial Los Lagos. (1,6km on foot, 20 minutes walking)

This residence has about 50-60 available vacancies. Also with bus link to the conference (5-10 min). 20-25 minutes walking to the conference. WIFI facilities.

Hotels 

Although low cost facilities are available, most people could be interested in staying in a Hotel near the beach or in the City Center of A Coruña. Being a very touristic city, there are a wide variety of accommodation facilities in A Coruña, with more than 3000 lodgers in a wide range of hotels:

Category Hotels Rooms Prices

5 stars 1 92 208,65€

4 stars 9 1253 102,20€

3 stars 2 256 43,83€

2 stars 3 227 30,70€

1 stars 8 239 26,50€

The number of 4-star hotels has been increased due to the interest and effort from the city's council to attract conference-related tourism. We will contact with several hotels to arrange a special price for GUADEC attendants.

Review the situation and distances of hotels in next map:

http://tinyurl.com/guadec-corunha-2012-map

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SSOCIAL OCIAL PPROGRAM ROGRAM 

GUADEC is not only a conference. People coming to GUADEC want to have some fun and continue with networking after the end of the daily program, meet old friends and new ones that only met before in chat rooms or mailing lists. To ensure the other important part of the conference organizers propose several activities in the Social Program, including time for tourism, healthy sport exercise and getting in touch with local traditions.

Community Queimada 

Queimada is an alcoholic beverage of a galician tradition. It has his origins in the Pagan festivals and the finality of the preparation ritual is to distance the bad spirits that, according with the tradition, lie in wait for men and women to try to curse them.

Traditionally while preparing the punch a spell or incantation is recited, so that special powers are conferred to the queimada and those drinking it. Then the queimada is set alight, and slowly burns as more brandy is added.

All occasions are good for a queimada: a party, familiar meetings or gatherings of friends like GUADEC. After dinner, in the darkness of night (one of the best times for it), people who take part in it gather around the container where it is prepared, ideally without lights, to cheer up the hearts and to be better friends. One of them ends the process of making the queimada while reciting the spell holding up the burning liquid in a ladle and pouring it slowly back into the container.

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GUADEC 2012

A Coruña, Galicia, Spain

FreeFA Cup 2012 (Free Software Sports And Others) 

University Sport Facilities of the Campus, just in front of the Faculty, include an athleticism track and a football field.

There is also the sports pavilion where it is possible organizing a basketball team. Organization will manage the opportunities of playing sports as the classical Football Championship if this bid is the selected.

We would support the organization of other community championships as the classical Ice Cream Death-match championship. We will be open to any ideas from the GNOME community.

Family Program 

People attending GUADEC will find that A Coruña is a nice place to stay in summer. Besides its urban beaches and historical buildings, A Coruña has a lot of cultural options, like theatre, concerts or several exhibitions.

The organization will provide suggestions of activities with the support of the local tourist office, including a visit to the "Monte de San Pedro", a public park with the best views of the city.

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We recommend also to visit the three scientific museums: Aquarium Finisterrae, Science Museum Planetarium and the Museum of Mankind (DOMUS). People will discover the submarine world, the secrets of the human being and the enigmas of the firmament. All the museums have been designed with the philosophy "Please do touch!"The visit to the Tower of Hercules, the symbol of A Coruña, is also mandatory. It is the only Roman lighthouse in the world that is still working. Almost 2,000 years of history - according to legend the remains of the giant Gerion are buried under the Tower. A visit to our city is not complete if you don't enjoy the magnificent views from the lighthouse.

Those who like walking, the promenade around the coast would be their best option. Miles of promenade take us past beaches and cliffs from the Castle of Saint Anton past the port, bringing us to the Tower of Hercules Sculpture Park, an open air museum in a setting steeped in legend, all the way round to the beaches of Orzan and Riazor.

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GUADEC 2012

A Coruña, Galicia, Spain

LLOCAL OCAL TTEAM AND EAM AND EEXPERIENCEXPERIENCE

• José María Casanova, GUADEC Organization Responsible• Francisco Tsao Santín, Volunteers group management.• Emilio J. Padrón González, Conferences Coordinator.• Laura M. Castro Souto, Logistics coordinator• Serafin Villar, Technical infrastructure• Alba Carro, Webmaster and design • Alejo Pacín Jul• José Millán Soto• Brais Arias • Eduardo Vazquez Palacios • Isabel Lema Blanco• Roberto Vieito Raña• Pedro González• Francisco Puga Alonso• Andrés Maneiro Boga• Pablo Sanxiao Roca• Javier Estévez Valiñas• Nacho Varela García• Adrián Chapela Cordeiro• Ana Vaźquez• Xulio Coira• José Fernández

GPUL has launched in collaboration with GHANDALF a call for local volunteers with a commitment to participate in next edition of GUADEC, this ask for volunteers received and excellent answer from the local students, professors and professionals:

The list will grow during next academical year, because this bid was done after after the exams in the University so most of the people in the association is having a rest.

Volunteers responsibilities will include: give information about whatever doubt attendance could have, keep the schedule on track, help filming sessions, take care of the rooms & sessions & material, and welcome participants and help in information desk.

Our team has experience in the organization of previous events, almost of all them have participated in more than three events. The association will also welcome the participation of international volunteers providing them the volunteer accident insurance.

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Previous Experiences 

GPUL has been organizing Free Software related events since its foundation in 1998.

However, it has been since "Congreso de las Tecnologías del Software Libre" in 2005 when GPUL began to organize bigger conferences.

Since then, GPUL has organized GUADEMY 2007, DUDESconf2007, DUDESconf2008 and DUDESconf2010, the Debian developers meeting in A Coruña. We have organized 2 editions of GUADEC-ES 2005 and 2010 and a edition of aKademy-ES 2008.

More information in: http://stuff.gpul.org , http://2005.guadec.es and http://2010.guadec.es

Everybody who came to those events was really satisfied. Many attendants underlined the great work done by our team of volunteers.

Some Thoughts From Our Local Team

Laura M. Castro (GPUL)

“I am a supporter of free software since I had barely started to study at the university, but I've been mostly on the user side rather than on the developer side. This always made me feel a bit guilty, so collaborating to organise events such as GUADEC is sort of my way to giving back to the community!”

Emilio Padrón (GPUL)

“As a teacher and researcher at the University of A Coruña, and based on my previous experience hosting multiple conferences and other different events either as a GPUL member or as part of my research group, I would like to get the opportunity of contributing to the GNOME project by helping in the organization of the next GUADEC.”

Juan Álvarez (GPUL)

“I would like helping in GUADEC organization because i love Free Software and i try to spread it as much as i can”

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GUADEC 2012

A Coruña, Galicia, Spain

Francisco J. Tsao Santín (GPUL)

“I want to collaborate with GUADEC because I want to help GNOME go on providing a free, high-functional desktop to people who really need it, especially to those who need better accessibility support”

Alejo Pacín Jul (GPUL)

“Be volunteer at the GUADEC is a way to help GNOME to improve the experience of its desktop users”

José Millán Soto (GPUL)

“I really like KDE, but I am also ready to wear a GNOME t-shirt once more to help GNOME people organize a great event”

Henrique Ferreiro (GPUL)

“I am a free software user since 10 years ago and love the GNOME desktop. I'd very much like to participate in an event like this”

Alba Carro (GPUL)

“I would love to participate in the organization of GUADEC, because I believe it is an event of great importance. Personally I consider this occasion an opportunity to enrich my experience and knowledge, while allowing me to contribute with something to the community”

Roberto Vieito (GHANDALF)

“Free Software is a magnificent tool to improve our society both socially and economically. Supporting GUADEC is a way of contributing with GNOME and the community”

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Francisco Puga (GHANDALF)

“After contributing in last GUADEC-ES I'm a eager to to support the organization of the most important event of the GNOME project community. I'm really interested in Free Software from the technological to social perspective.”

Pablo Sanxiao (GHANDALF)

“I've been involved in GNOME and being a proud member of the GNOME Foundation. I would love bringing our GNOME people to Coruña”

Andrés Maneiro (GHANDALF)

“Free Software community has been my passion. GHANDALF as supported GUADEC-ES and a GNOME 3.0 Launch Party. We could organize an amazing GUADEC.”

Javier Estévez

“With my experience in Free Software and Geographical Information Systems i'm quite sure that A Coruña is a nice city to organize GUADEC”

Nacho Varela (GHANDALF)

“I am an hybrid music and computer free software geek. I would like to participate in the GNOME Blues Band concert that could be organized in next Coruña GUADEC”

Chema Casanova (GPUL)

“Organizing GUADEC in Coruña would be an honor. Our local team has the experience to manage such a great challenge. Many hackers from Debian, KDE and GNOME had a nice time at Coruña, so we would like to invite my friends from GNOME to Galicia”

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GUADEC 2012

A Coruña, Galicia, Spain

SSERVICES TO ERVICES TO PPARTICIPANTS ARTICIPANTS 

GUADEC is an event organized by people from the community for people of the community. Our main interest is that everybody interested in attending the conference can have the chance to do it, feels comfortable and happy attending the conference. The collaboration with the GNOME Foundation regarding the management of sponsored participants will be one of our priorities, so since the main part of the expenses of the venue are covered by University, most of the budget could be employed in helping people coming to A Coruña.

Local team will try to start working as soon as possible fixing the final dates with the GNOME Foundation so applying for funds to Travel Committee could allow us to get cheaper flights. The organization will help to participants with Visa and legal requirement for people from countries that require visa for traveling to Spain.

CCONFERENCE ONFERENCE MMANAGING ANAGING SSYSTEMYSTEM

GPUL has been working with CDS Indico for 3 year as Conference Management System, this software has been developed by CERN Document Server Software Consortium. This web application is able to schedule and organize events, from simple lectures to complex meetings, workshops and conferences with sessions and contributions. The tool also includes an advanced user delegation mechanism, allow paper reviewing, archival of conference information and electronic proceedings. CDS Indico is currently in production at CERN at http://indico.cern.ch.

GPUL has used this platform successful for its own events including several workshops and conferences as GUADEMY 2007, DUDESConf 2007 & 2008. GPUL provided technical support and allowed the use of this platform to Polinux (GUADEMY 2008 organizer in Valencia, Spain) and GNOME HISPANO (GUADEC-ES organizer in Granada 2007 and Fuenlabrada 2008, Spain).

We have experience managing Indico and we think that is important using a Conference System that allows managing correctly this conferences. The system can handle registrations, abstracts submissions, timetable management.

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CCATERINGATERING

For the dates when GUADEC 2012 will be held the cafeteria will be dedicated almost exclusively to the conference, as students will be on vacation. The company that will provide this service is the same company that operates the cafeteria throughout the year, which ensures that no logistic issues will arise.

The organization team will take care of people with special meals needs as has been done in all previously organized events of GPUL, in the registration there would be options to know the different restrictions of people meals (vegetarians, vegans, celiac, etc).

For attendants that wish to have lunch outside of the conference venue building, as well as for dinners, they will be recommended to enjoy the vast cuisine diversity that A Coruña has to offer, from the extraordinary seafood to the typical tapas and pinchos.

The conference venue is located within 10 minute by taxi/bus distance from the city center, which ensures endless possibilities for attendants to enjoy their trip to A Coruña, and simply find a restaurant that satisfies their budget and taste. It must be noted that A Coruña is a very safe city, even late hours at night.

There is an enormous amount of restaurants in the area, which makes it unlikely for attendants to require a list of recommendations, but a selection can be provided on demand. Prices for lunch range from 10€ and 25€ for dinner, and can go up to the attendants' budgetary limit. Rather than providing a list of

restaurants with their prices, we encourage to look in http://www.coruna.es (English interface) for restaurants.

The organization will provide fruit, snacks, sweets and chocolate in the hacking area during all the conference.

Attendants to the conference will receive a guide updated at the time of the conference recommending restaurants for having dinner.

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GUADEC 2012

A Coruña, Galicia, Spain

BBUDGET UDGET 

The organization team will manage the conference budget as the associations supporting it have experience invoicing and managing tax payments. The global budget proposed in next page includes the expected incomes and expenses for organizing the conference, as most costs are related to the number of participants. Obviously this would need to be reviewed based in the big experience of GNOME Foundation organizing GUADEC.

The proposal is based on a total of 300 attendants, but as fixed cost are provided for free by University a limitation in budget would not imply a reduction in the quality of the conference.

Economical management will be managed by an enterprise of consultancy in accountancy and finances. GNOME HISPANO will provide us the experience of the economical management it has done in GUADEC 2007 in Vilanova i la Geltrú.

Decisions should be done according with the GNOME Foundation but we think that registration fees could be reduced or removed in order to increase the participation of community. GPUL could start organizing GUADEC starting with a budget starting to Zero. Amounts provided by sponsors and subsidies will help to sponsor participants the costs of materials, lunchs, organizing several parties, we think that budget should be the first step to review in collaboration with GNOME Foundation.

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INCOMES TOTALRegistrations

50 150 7500Hobbies 170 30 5100Sponsored 50 0 0Volunteers 20 0 0

SPONSORSPLATINUM 0 30000 0GOLD 3 15000 45000SILVER 4 7500 30000BRONZE 4 3000 12000

PUBLIC SUBSIDIES 1 10000 10000TOTAL INCOME: 109600

EXPENSESTRANSPORTS

POST SERVICES 200 200TRANSPORT 3000 3000PACKAGES 1200 1200

TAXES 0VAT 4000 4000

BANK EXPENSES 0PAYPAL 500 500BANK ACCOUNT 100 100BANK TRANSFERS 500 500

SPONSORED PARTICIPANTS 0TRAVELS 25000 25000

ACCOMODATION SPONSORED AND VOLUNTEERS 0ACCOMODATION 60 200 12000BREAKFAST 60 21 1260MEALS 60 70 4200

RENTINGVIDEO AND STREAMING TEAM 4000 4000MOBILE PHONES 300 300

MANAGEMENTACCOUNTANCY 3000 3000SECURITY 5000 5000

MARKETINGMATERIAL 5000 5000FUTBOL T-SHIRTS 1000 1000GUADEC T-SHIRTS 4000 4000LAYERS 2000 2000PRINTING 4000 4000DESIGN 2000 2000CONFERENCE PARTY 6000 6000

MISC 5000 5000

TOTAL EXPENSES: 93260

Profesional

SSUPPORTERS OF THIS BID UPPORTERS OF THIS BID 

University Of A Coruña.

http://en.wikipedia.org/wiki/University_of_A_Coru%C3%B1a

The Faculty of Computer Sciences of the University of a Coruña has been supporting multiple Free Software for several years in collaboration with GPUL. The faculty where GUADEC would be held has 25 years of the Software history in Coruña.

The Dean of the Faculty and the Rector of the University had showed commitment of the institution the candidacy of GPUL to organize GUADEC-ES.

Xunta De Galicia

http://en.wikipedia.org/wiki/Xunta

Xunta de Galicia is the Regional Goverment of Galicia. Galicia is the region in the North-West of Spain. Xunta de Galicia has sent a letter supporting this bid for next GUADEC es in Coruña. Xunta de Galicia has contributed with different activities organized by the Free Software Community. Xunta de Galicia is deploying the project Abalar with more than 30.000 netbooks for students in elementary school using GNOME Desktop.

GHANDALF Association

http://www.ghandalf.org/

GHANDALF is an association that promotes and spreads the Free Software Philosophy. GHANDALF has contributes in the organization of different events. GHANDALF as organized the GNOME 3.0 Launch Party in Coruña. Its members are completely committed in supporting GUADEC.

GNOME Hispano

GNOME Hispano has been supported all the GNOME events that had been organized by the Spanish speaking community. GNOME Hispano will help the organization of next GUADEC contributing in the economical management and with the experience of having supported the editions of Seville, Vilanova i la Geltrú and Gran Canaria.

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GUADEC 2012

A Coruña, Galicia, Spain

Igalia

Igalia, company member of the Advisory Board of the GNOME foundation will provide the needed help to ensure the organization of the most important event as contributors to the GNOME project.

Igalia will be really happy to show why our company headquarters are in Coruña, a beautiful city surrounded by the sea. The organization GUADEC by GPUL means a quality extra. Igalia members will help in the organization of the conference and we will continue contributing to GUADEC as one of the supporters of the GNOME Foundation.

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GUADEC 2012

A Coruña, Galicia, Spain

CCONTACT INFORMATION:ONTACT INFORMATION:

Association GPUL http://www.gpul.orgUniversity of A Coruña http://www.udc.es

Persons of contact:José María Casanova Crespo chema@gpul.orgFrancisco Javier Tsao Santín presidente@gpul.org

Phone: +34 654 21 28 75 José María Casanova

Credits:

http://www.flickr.com/photos/bertogg/4848153098/ (Bertogg CC-BY-SA)http://www.flickr.com/photos/bertogg/4848100396/ (Bertogg CC-BY-SA)http://www.flickr.com/photos/davizin/4822346820 (Davizin)http://www.flickr.com/photos/jlcernadas/5220899028/ (jl.cernadas CC-BY)

ABOUT GPUL:ABOUT GPUL:

GPUL – Linux Users and Developers Group is an non profit organization that has as main objective the promotion of Free Software. GPUL has more than 200 of associates, mainly students, teachers and graduates of the Faculty of Computer Science. GPUL has almost 15 years of history.

Organizing GUADEC would mean the greatest challenge that GPUL will deal in all its history, but we know we have the capability to ensure the success because we have faced with success other events.

More info at “http://www.gpul.org”

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See you Soon!